Edit, Download, and Sign the BEN Financials Change Purchase Order Buyer Form
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How do I fill this out?
To fill out this form, start by providing the necessary identification information. Next, complete the purchase order details section with accurate information. Finally, review, secure the required signatures, and submit the form to Purchasing Services.
How to fill out the BEN Financials Change Purchase Order Buyer Form?
1
Provide the Original and New Buyer information.
2
List all relevant purchase orders that require the change.
3
Have the requestor and access administrator sign the form.
4
Verify all information filled out is accurate.
5
Email the completed form to Purchasing Services.
Who needs the BEN Financials Change Purchase Order Buyer Form?
1
Purchasing managers needing to reassign buyers.
2
Employees moving departments who have active purchase orders.
3
Department heads responsible for budget management.
4
Finance personnel overseeing purchase activities.
5
Administrative staff managing purchasing processes.
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What are the instructions for submitting this form?
To submit the Buyer Change Request Form, complete all required fields and secure the necessary signatures from both the requestor and the access administrator. Once finalized, email the completed form to purchsup@exchange.upenn.edu. Ensure to keep a copy for your records and follow up if the changes have been processed.
What are the important dates for this form in 2024 and 2025?
For 2024, ensure all requests for buyer changes are submitted by June 30th. In 2025, the deadline remains similar, so plan ahead. Check departmental calendars for any additional deadlines.
What is the purpose of this form?
The purpose of the BEN Financials Change Purchase Order Buyer Request Form is to facilitate smooth transitions of buyer responsibilities within the University. It ensures that purchase orders are appropriately reassigned to prevent any disruption in procurement processes. This form serves as a formal request for altering buyer details, thus maintaining accurate financial records.
Tell me about this form and its components and fields line-by-line.
- 1. Current Buyer Full Name: The full name of the existing buyer needing a change.
- 2. New Buyer Full Name: The full name of the new buyer taking over responsibilities.
- 3. New Buyer Penn ID: The unique Penn ID of the incoming buyer.
- 4. New Buyer PennKey: The PennKey for authentication of the new buyer.
- 5. Purchase Order Details: Details of the purchase orders impacted by this change.
What happens if I fail to submit this form?
Failure to submit this form could result in unassigned purchase orders and delays in procurement processes. Consequently, it may lead to confusion over buyer responsibilities and financial liabilities. Submitting promptly ensures all orders are managed appropriately without disruption.
- Unassigned Purchase Orders: If the form isn't submitted, purchase orders may remain unassigned, causing interruptions.
- Delayed Payments: Without this form, payments for services may be delayed due to lack of appropriate buyer assignment.
- Miscommunication: Failure to submit can lead to confusion regarding who is responsible for which orders.
How do I know when to use this form?
- 1. Departmental Transitions: Necessary when personnel changes occur within departments affecting purchase orders.
- 2. Reorganization: Utilized during organizational restructuring requiring reassignment of purchase responsibilities.
- 3. New Buyer Assignment: Important for assigning new buyers to existing purchase orders for continuity.
Frequently Asked Question
How do I fill out the Buyer Change Request Form?
You need to include identification information and detail the purchase orders involved.
Can I submit the form electronically?
Yes, after filling it out, you can email the form to the required department.
Is there a deadline for submitting this form?
It is best to submit the form as soon as the buyer change is needed to avoid delays.
Where do I find the email to send the form?
The email address is available at the bottom of the form instructions.
Do I need any signatures?
Yes, both the requestor and access administrator must sign the form.
What if I don't have a Penn ID?
You will need to contact your department for assistance with gaining an ID.
Are there any fees associated with this form?
There are no fees for filling out and submitting this form.
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